Key takeaways
- A typical scripted production engages dozens of outside suppliers; most of them should be lined up during prep, not discovered mid-shoot.
- Organise vendor sourcing by department, with an owner, a backup supplier and paperwork status for each.
- Collect insurance certificates, business and GST/HST details, rate cards and emergency contacts before day one.
- Use the interactive checklist below — tick items as you go; your progress is saved in this browser.
Every production manager has a version of this list in their head. The trouble is, heads get busy. Between budgets, schedules, crew deals and the daily avalanche of questions, it is easy to discover on a Thursday night that no one booked the honeywagon for Monday's location. This checklist is the vendor map we use when helping productions prep in Vancouver, Toronto and beyond. It is not exhaustive — every show is different — but it covers the forty suppliers and services that most scripted productions need.
Each section lists the vendors, why they matter and a few questions to ask. Tick them off as you go. If you need help filling a gap, our free Production Sourcing Concierge can shortlist local options, or you can browse the BC and Ontario directories.
0 of 40 suppliers lined up
1. Production office (items 1–7)
The production office is the nerve centre. It needs to be up and running on the first day of prep, with space for accounting, locations, art and the coordinators who will run the show.
2. Finance, legal and insurance (items 8–12)
Getting the business side right protects everyone — and underpins your tax credit claim.
3. Locations (items 13–20)
The locations department touches the public more than any other — and depends on a deep bench of reliable vendors. See our guide to permits in Vancouver and Toronto.
4. Camera, grip, electric and sound (items 21–25)
5. Art, construction and props (items 26–30)
6. Costume, hair and makeup (items 31–33)
7. Transport and vehicles (items 34–36)
8. Crew welfare and safety (items 37–40)
The paperwork every vendor file should contain
For each supplier, keep a simple file (or a row in your vendor tracker) with:
- Legal business name, address and GST/HST number
- Primary and after-hours contacts
- Rate card and agreed rental periods
- Certificate of insurance naming the production as required
- Payment details and terms; PO numbers issued
- Labour/material split if relevant to tax credit claims
- A backup supplier for critical categories
Suggested sourcing timeline
| When | Focus |
|---|---|
| Prep week 1 | Office, IT, payroll, insurance, banking, accommodation |
| Prep weeks 2–3 | Camera/G&E/sound packages, transport, catering, construction materials |
| Prep weeks 3–5 | Locations vendors (security, traffic, toilets, waste), set dec rentals, costumes |
| Final prep week | Confirm every booking, collect missing certificates, lock backups |
Tips from experienced production managers
- Ask other departments. Your key grip or set decorator likely has trusted vendors; start there.
- Book backups for the critical few. Catering, honeywagons, generators and security can sink a day if they fail.
- Think regional early. If you are shooting outside the major centres, local vendors can save travel costs and support regional incentives.
- Plan for sustainability. Battery power, refill stations and waste sorting are easier to book in prep than to retrofit (see our green production guide).
Need a hand? Send your shoot dates, locations and gaps to our sourcing concierge — it is free for productions.
